Manager, Administrative Operations

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The Department of Cell Biology is currently seeking a full time Manager, Administrative Operations to work in Miami. The Manager, Administrative Operations oversees office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Develops procedures and policies for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

CORE JOB FUNCTIONS

1. Ensures all administrative operations run smoothly and efficiently.
2. Coordinates, plans and directs services which support the running of the department
3. Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.
4. Develops and implements department processes.
5. Recruits and trains office support staff.
6. Manages staff in the day-to-day performance of their jobs.
7. Ensures projects, department milestones/goals are met and adheres to approved budgets.
8. Purchases and maintains office equipment and supplies.
9. Tracks and analyzes operational costs.
10. Coordinates delivery of office services with other departments.
11. Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.

Department Specific Functions

1. Assists the Sr. Administrative Officer with budgetary matters in the preparation of departmental budget in accordance with guidelines and policies.

2. Assists the Sr. Administrative Officer with the preparation of updated financial projections on a monthly, quarterly, and half-year basis as required by management. This will include the development of financial plans and incremental cost/benefit analysis, which will be needed for departmental budget preparation.

3. Coordinates, plans, and directs services which support the running of the department.

4. Manages, implements, coordinates, plans, and evaluates the administrative operations for the department.

5. Interacts with Faculty, staff, and graduate students at the departmental level and with other School of Medicine faculty and Administrative Support Offices such as Office of Research Administration, OGS and Medical Finance Office.

6. Monitors all Operating and Sponsored grant accounts revenues and expenses and provides financial forecasts to the Principal Investigators.

7. Assists the faculty on all aspects of Pre-award and Post award activities for an assigned portfolio of grants and contracts.

8. Responsible for assisting faculty and other staff members in reviewing and ensuring accuracy of data for grant proposals and awards, monitoring and evaluating pre-award grant applications, preparation of administrative paperwork, forms, and submission of full proposal to the Office of Medical Research Administration. These include the preparation of grant budgets, proposal transmittals, Conflict of Interest forms, cost share forms, etc.

9. Reviews and requests additional information, as needed.

10. Reviews and processes Inbound and Outbound Subcontract Agreements, working closely with the Office of Research Administration Post-Award and Pre-Award Offices.

11. Assists and interacts in various business and professional relationships with other Medical School and University offices and acts as necessary in representation of the Department in dealings with outside entities and funding agencies.

12. Reviews and processes Inbound and Outbound Subcontract Agreements, and pharmaceutical contracts, working closely with the Office of Research Administration Post Award Office.

13. Prepares invoices for all Sponsored Accounts with Department billing cost reimbursable, fixed price or progress payments.

14. Prepares Costing Allocations, Payroll Accounting Adjustments (PAA) and non-salary Cost Transfers in order to capture and reflect accurate reports and ensures that all journal entries are completed in a timely manner.

15. Reviews Salary Distribution Sheets for all Faculty, Research and Students paid from Sponsored funding to ensure accuracy on the ECRT System in preparation for certification period - making sure that Payroll Accounting Adjustments submitted have been applied to the certification period.

16. Primary liaison with Human Resources representative to ensure the timely processing of all new hires, terminations, promotions, position changes and employee leaves for departmental staff.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

High school diploma or equivalent

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to effectively plan, delegate and/or supervise the work of others.
• Knowledge of business and management principles.
• Proficiency in computer software (i.e., Microsoft Office) preferred.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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